Office Administrator Jobs

Would you like to be a part of a dynamic team of professionals that is truly passionate about our work? Are you interested in working for an organization that does meaningful work, fosters a collaborative team culture, and creates a diverse, inclusive environment where you feel like you belong? If this sounds like you, talk to us about joining our team.

Carollo Engineers is an internationally recognized environmental engineering firm that specializes in the planning, design, and construction of water and wastewater facilities. Our vision is to become the best water consulting firm, and we are looking for motivated, talented people to help us reach that goal.

• Evaluates ergonomics of employee workstations and coordination with facilities/HR as needed to resolve issues
• Reproduction/document assembly and coordination with vendors
• Coordinates final termination of employees to ensure protection of intellectual properties
• Assist the Office Manager with office related tasks
• Maintain conference room setup/cleanup for meetings
• Examines completed work for quality control and compliance with company standards.
• Provides system training for new engineers and office staff
• Recruits and trains office support staff
• Coordinates work distribution with other offices to meet deadlines
• Other required office administration duties as assigned by the Office Manager
• Reconciles quarterly office budget and annual facilities budget projection
• Conducts office safety inspections
• Attends project management meetings
• Troubleshoots and resolves computer/software related issues using support from all areas of the company
• Coordinates petty cash and accounting issues with accounting group
• Coordinates with engineers and proposal managers in central office as needed
• Office events/party planning
• Supervises all day-to-day office operations
• Assists with performance appraisals for office support staff
• Work with building management to resolve facilities issues
• Interfaces with all corporate departments to facilitate proper handling of paperwork, (Accounting, Human Resources, Legal, Facilities and Information Technology departments)
• Ensures adequate staffing, hardware, and software to complete work in an accurate and timely manner
• Assists engineers with routine office, project, and travel scheduling related tasks
• Conducts New Hire Orientations for engineers and office staff
• Physical and electronic document and file management
• Orders office supplies
• Proactively elicits project management information for workload scheduling

• Ability to juggle multiple priorities and exercise judgment on order of completion of tasks
• Intermediate proficiency with Word (styles, graphics, tables, outlines, table of contents, templates, macros)
• Excellent organizational and administrative skills
• Minimum of 5 years professional experience in office administration
• Previous experience using scanning & OCR software (varies from office to office)
• Initiative, proactive attitude
• Prioritize as business/workload dictates and deadline changes
• High school diploma or equivalent, some college business courses or business vocational instruction
• Professional experience handling confidential/sensitive issues
• Experience in Windows environment (explorer, control panel, printer setup, etc.)
• Proficiency with Excel (basic to intermediate level: formatting, header/footer, file path name, etc.)
• Strong verbal and written communication skills
• Ability to work without direct supervision
• Ability to exercise good judgment
• Intermediate proficiency with Adobe Acrobat (converting files into PDF format; adding bookmarks and thumbnails, appending pages)
• High level of critical thinking